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Getting The Most From Your System
The most important consideration when using ‘Elite’ from ESP is to ensure consistency and accurately, within the data. Almost every part of the system contains a section of the database, and fundamentally that due to the complex but highly useful integration achieved within the system, actions in one area may easily impact another, when multi operators or multi sites are using the system.
It therefore becomes even more so important to ensure that the application is maintained with diligence. The system can provide powerful results and have an extremely positive impact on the operation of your business, not only providing labour savings initiatives, but also taking your customer relationship management to the next level – however, with poor, inaccurate or incomplete data entered into the system, poor and under performance results will be inevitable
Listed below are our top-tips on how to ensure your data management is up to scratch, and that your Getting the most from your system:
The standard recommended format for ‘Address Codes’ within the Elite system is:
First Four Letters of the Surname > First Initial > 01 / 02 / 03 etc.
For the example of ‘Joe Bloggs’ > BLOGJ01
If there was also a ‘Jo Bloggs’ > BLOGJ02
It is also advisable to run the membership numbers in sequence, preferable starting at ‘1’, if possible membership cards should also have the ‘Membership Number’ printed on the front, i.e. ‘000001’.
The number allocated to a member is purely to use in order to recognise the member over the telephone, if the member loses the card, then the next available card should be issued to the member, at this point, a new membership number should also be allocated. The membership number should match the card.
In order to achieve this it is advisable to keep the unissued cards in a secure location, with limited access, when a new member joins, or when a member requires a replacement card, the ‘Auto-Allocate Membership Number’ should be used within the membership record, this ensure that no card are wasted by ensuring absolutely that each card is issued in order of availability.
Staff cards, should if possible differ in design from Members ‘Membership Cards’ – Staff cards, can have a combination of uses, i.e. Door Access Control, A Personal Staff Levy Scheme, providing a discount privilege, and also triple up as a PoS User card – with this much access available from a single card, it is therefore advisable to make these ‘Special’ cards as recognisable as possible.
Please contact ESP for further details regarding Recommended Card Suppliers.
It’s useful to collect the date of birth, as this can be used to monitor if members are being charged in the correct membership type group. For example, if junior members are up to the age of 16, without the date of birth it would be reliant upon the member to inform that their membership type should change to a full adult or student member. When the data is available the organisation is then in the position to inform the customer of their change in category, in advance, and therefore guard against potential revenue loss.
On a brighter note, the Date of Birth can be used to promote special Birthday promotions, with the possibility of different promotions applying for different age groups.
The system now allows you to link customer records, and view these in a ‘Family Diagram’ scenario. The main benefit of this can be drawn from it’s use with ‘Corporate’ membership records, enable ‘Nominees’ to be more closely monitored, and thus, enable clear recall of associations, and thereafter enable access to playing history, etc. associated to a particular company, group of memberships, or family group. This function can also become especially useful for tracking ‘Joint’ memberships.
